Engagement of Event Management Agency for Designing, Executing, Operating and Managing of event on urgent basis at Noida Haat, Sector 33A, NOIDA, for Uttar Pradesh Diwas 2021

Amount

The Event Management Agency shall be responsible for overall conceptualising, designing and creating ambience during the U.P. Diwas 2021 in line with the theme of the event including venue decor, lighting and branding plans, presentation of the concepts, designs and themes and post approval, execution of the same for every event Authority may organize during the U.P Diwas 2021 ceremony.

Design and printing of event specific branding material on flex/vinyl, post approval from the Authority. Please note the Branding and advertisement rights for the event rest with the Authority, and the Authority shall direct the EMA on the branding requirements. Branding at the Venue: Flex with printing, mounting, installation - Creative and graphic designing of of event, signage, backdrop, direction indicator panels, Fascia Name Etc.

End to end carpeting (brand new carpet, non woven, red in color) of the entire venue (including the stage, indoor areas for gathering of VIPS/officials and others) approx. 6,000 sq m

Portable VIP Toilets (minimum 2) in vicinity for VIP with dedicated staff deployment with toiletries, amenities and adequate water supply at all time of event.

Portable mobile toilets for the visitors as per requirements and approval of the Authority

Toilets for General Public (Male and Females) with hand washers with liquid soap, proper water facility and their cleanliness at regular intervals and to maintain proper hygiene

Provding 1 LED screen for backdrop (size 15x10 feet) with sound, stand and technician for the enitre event.

Providing 4 LED screens to showcase UP work (10x8 feet)as directed Authority at the venue

Selfie spots saying ‘I love NOIDA’ at 1 spot at the venue (4 ft by 12 ft) as directed by the Authority

Make seating arrangements including 2-3 rows of 50 sofas (two seater) for VIPs and dignitaries at the venue.

Banquet chairs in the amphitheatre along with covers for approximately 1000 persons.

Based on the inputs received from the Authority, preparation and presentation of detailed approved event plans. Plans to include event concept, event layout, event theme development, quality of visual appeal etc.

Publicity panel/standees & directional signages, hoardings, kiosks, continuous flex panels throughout the venue.

The Agency shall have to put up a photo gallery of NOIDA covering the journey since inception at VIP entry (approx. 100 sq m)

The Agency shall make a combined video film of the authorities

The Event Management Agency shall also make a video film of inauguration of various projects of Noida

The Agency shall have to place requisite tents (water proof) at the venue as required and directed by NOIDA. (approx. 300 sq m)

3 Entrance Arches made of metal frame with flex print 6 mtr (W) x 4.5 mtr (H) duly finished as per design approved by Noida / Principal Organizer.

Floral decoration of the venue – the stage, gates, stall fascia in line with the theme of the event. Also, garlands and bouquet for the felicitations.

Well Ventilated Green rooms (approx 20 artistes) separate for male and female with carpet, banquets chairs with covers, Garments hanger stand, mirrors, with LED light fittings for the entire event.

PA system with speakers for the entire venue

Ensure adequate lighting with white Metal Lights; LED Parcan Lights, LED Serial Lights; Halogen Lights, etc as per requirement at the venue

Make all the arrangements for Documentary Show area requiring 20 chairs and small LED screen (10 ft by 8 ft) display.

Stage: Dias chairs (fancy), conference table, mic podium and consoles for sound with skirting for the stage with a seating capacity for 20-25 dignitaries. The stage decorations and lighting arrangements to be adequately made after approval from NOIDA, covering with water proof tent.

A separate stage to be set up (12 ft by 8 ft)

Light and laser show arrangements for all three days with a thematic representation of Noida and UP 's work

Security Items / services - Door Frame Metal Detectors (3 nos) and Handheld Metal Detectors (3 nos) (as per requirements of security agencies)

Security Items / services - Manpower for Frisking, detection, security etc. arrangements by trained and uniformed, presentable security personnel (on shift basis of 12 Hours per day) at identified points and as required: Male - 50 Nos. per day of event in both shifts

Security Items / services - Manpower for Frisking, detection, security etc. arrangements by trained and uniformed, presentable security personnel (on shift basis of 12 Hours per day) at identified points and as required: Female: 10 Nos per day of event in Day Shift only

It would be the responsibility of the Agency to arrange for enough covered dustbins 120 litres

The EMA will be given responsibility of occupancy of all the food kiosk and set up a food fest within the carnival. EMA must ensure all the allocated food stalls to them are occupied by the quality food and beverage providers. The food stall (3m by 3m) shall be allocated only upon approval by NOIDA. Food Court should have clean floor with LED light fittings, Furniture - 2 Nos. working table of 6’ x 3’ with white disposable laminated sheets (to be changed regularly), 4 Nos. Plastic chairs, power points, 1 No. Fascia. The average Electricity load should be 5 KW in each Food court.

Main Stage: Sound, Light, AV for Stage including Amplifier, Line Array Speakers, Bass, Mics (Cordless, Corded, Headset and others), Mixer, Stage Monitors, Side Fill array, Promptors, LED Lights, Sharpy Lights, Follow spot, Parcans, LED Screen, Truss, Dimmer Controls, Camera Setup in adequate numbers along with all wiring and technician as per the requirement of the Artists for 3 days to be available at all times during the event - to be tested at least 2 days in advance

Lamp lighting and ribbon cutting arrangements with all necessary accessories for inauguration.

The Agency will be arranging for an anchor (comperer) for the inauguration ceremony.

It shall be the responsibility of the EMA to set up temporary work station/office for NOIDA including tables, chairs, internet, video conferencing facility, pantry, tec. to execute the work at the venue.

The Agency shall put in place help desks (pagodas) for Noida Police, CCTV, Fire Control Room, Traffic police etc. 3 mtr x 3 mtr, with entry and exit having base with new carpet (colour as per our requirement)

The EMA shall make sure adequate bottles of sanitizers dispenser (5 nos) and three ply masks (approx. 2,000 masks), are placed at the venue.

Stalls (Noida zone, handicraft, other departments, etc.) - carpet and each space to have LED light fittings, Furniture - 2 Nos. Table, Banquet / Plastic chairs with covers 2 nos., Power Points, Dustbin, 1 No. fascia With Name Branding etc. Tentative number of stalls may be 150. Along with creating façade for them, top branding for them as well.

Barricading and Mojo: Proper, effective, presentable and complete barricading for all Parking Area

CCTV Cameras with wiring – (in entire event area including periphery, surrounding areas and parking) Installation and operation during entire event with Night vision capacity, monitoring and at the end of the event complete recording of all the days to be submitted in hard disk recording and including deployment of technically trained manpower to monitor CCTV Operation.

Fire Fighting – Provision (in entire event area including parking and surrounding areas) with firefighting equipment and manpower including Fire Tenders, ABC Type fire extinguishers, Sand Buckets and Sand Bags, Fire Marshalls and Fireman duly trained as per prevailing fire safety norms in uniform as per requirements of Authorities.

Catering Arrangements at VIP for 200 Pax (Each Day) - Tea / coffee / cold beverages, Samosa, pakora, mini patties, Dry Indian sweet, cookies and biscuits and Mineral water bottles (250 ml of reputed brands approved by FSSAI).Well groomed and uniformed staff to cater in VIP Menu to be change on daily basis

10 Nos. of Drinking water dispensers equipped with 20 Ltr. Packaged Drinking water jar of reputed brand, replenishable CAN / JAR with sufficient disposable eco-friendly cups (CAN/JAR to be replaced at regular interval for un- interrupted supply) on daily basis for entire event. 500 jar of 20 ltr per day

Still and Video Photography of entire Event – comprising of video Camera Setup and at least 2 still photographers. Soft copy of photo shoot and video recording to be handed over as and when required to Noida for entire event including Digital copies, DVD’s and teasers (short clippings of 3 to 5 minutes duration for the event as per the requirements of Noida)

Making all arrangement for Covid-19 precautions including placing foot operated sanitiser machines, masks, maintaining social distancing, Sanitization of the area at regular intervals, placards stating Covid-19 precuations etc. as per requirement

Providing 3 LED screens in the wake of precautions for Covid (10x8 feet) to be placed outside the venue as directed by the Authority

Central PA System for entire venue & parking area (Help desk and control rooms)

Wheel Chairs for Differently abled persons (3 chairs for 3 days) for the enitre event

Water for cultural Artists: Mineral water 250 ml bottle of reputed brand for the cultural artists - 300 Nos. each day

Design / Decor / Installation - Creating proper Ambience and Theme and Depiction of Attractions, Culture and Heritage of UP, through flex designing and printing - Complete Conceptualization, Designing and Implementation

Decorating the entry with flowers, cloth draping, rangoli, artefacts etc. for the event

Press Conference and Media Interaction with Sound, Mic, Snacks, Refreshments

Local Permission / Licences from concerned authority for th entire event as per protocols

Provision of DG sets for adequate power supply at the event venues, inclusive of their operating licenses and safety certificates, fuelling and required technical operators.

Provision of electrical works, temporary lighting works and air conditioning units with the required wiring and cabling along with the procurement of safety certificate and NOC’s from the concerned regulatory authorities.

Deepali Designs and Exhibits Pvt Ltd